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The University of Rochester Policy: 354 Personnel Page ...

The University of Rochester Personnel Policy/Procedure Policy: 354 Page 1 of 7 Revised: 11/17 Subject: Layoff and recall Applies to: All Staff (Those represented by a collective bargaining unit should refer to their agreements) I. Policy: A layoff is defined as an action involving the reduction of staff necessitated by lack of work or other reasons. As described more fully below, employees will be selected for layoff on the basis of a criteria-based evaluation of ability, performance and seniority, with the greatest emphasis being placed ability, then performance, and then seniority. Recalls to work will generally be in the reverse order of layoffs. Note: Department administrators must contac t Huma n Re s our c es ( HR) f or as s i st a nc e wi t h planning the restructuring of their organizations and planning and implementing layoffs. II. Guidelines: A. A department is defined as each unit that has a specific departmental number assigned in the University Division/Department System.

The University of Rochester Personnel Page Policy/Procedure Policy: 354 1 of 7 Revised: 11/17 Subject: Layoff and Recall Applies to: All Staff (Those represented by a …

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Transcription of The University of Rochester Policy: 354 Personnel Page ...

1 The University of Rochester Personnel Policy/Procedure Policy: 354 Page 1 of 7 Revised: 11/17 Subject: Layoff and recall Applies to: All Staff (Those represented by a collective bargaining unit should refer to their agreements) I. Policy: A layoff is defined as an action involving the reduction of staff necessitated by lack of work or other reasons. As described more fully below, employees will be selected for layoff on the basis of a criteria-based evaluation of ability, performance and seniority, with the greatest emphasis being placed ability, then performance, and then seniority. Recalls to work will generally be in the reverse order of layoffs. Note: Department administrators must contac t Huma n Re s our c es ( HR) f or as s i st a nc e wi t h planning the restructuring of their organizations and planning and implementing layoffs. II. Guidelines: A. A department is defined as each unit that has a specific departmental number assigned in the University Division/Department System.

2 B. Temporary Layoff: A temporary layoff is a period of employer-initiated unpaid leave with the expectation of recall to work within 4 months from the time the layoff begins. 1. Staff members on temporary layoff are not eligible for severance pay. 2. Staff members on temporary layoff as a result of the academic calendar need not be considered for temporary assignment to vacancies for regular positions. 3. If the status of a layoff is changed to "indefinite" layoff, the provisions for indefinite layoff, outlined in II. C. will be implemented. The effective date of the indefinite layoff will be the same as the effective date of the temporary layoff. C. Indefinite Layoff: An indefinite layoff is an employer-initiated unpaid leave of more than four months or of unspecified duration. 1. Staff members who do not obtain alternate employment, either within or outside the University , will be terminated one calendar year after the last day of work.

3 D. Severance Pay: Staff members with one year or more of University service who are indefinitely laid off may be eligible to receive severance pay. Severance pay will be paid to eligible staff not obtaining other University employment or comparable employment outside the University by the end of the pay period following the effective date of layoff. The University of Rochester Personnel Policy/Procedure Policy: 354 Page 2 of 7 Revised: 11/17 Severance Pay Entitlement: Less than one year = no severance 1-5 years of employment = 4 week s base pay 6 or more years of service = one week of base pay for each year of service, prorated, with a maximum of 26 week s base pay E. Criteria for Determining Staff to be Laid Off: 1. All decisions will be made on the basis of University needs, the requirements of work involved, and without regard to age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation or any other status protected by law.

4 2. In no instance should a layoff process be utilized simply as a means of resolving unsatisfactory performance. (Note: This does not mean that performance cannot be considered in the layoff process. See #4 below.) 3. Management must wor k in collaboration with HR to determine those functions or job classifications to be affected by the reduction in force within a particular administrative unit, department or work group. 4. When a reduction in staff is necessary within a job classification or function within an administrative unit, department, or work group, new hires with less than six months of University service, temporary and TAR staff within that job classification shall be removed first and their employment terminated. All temporary (Strong Staffing or agency) assignments will end. 5. Staff members in the administrative unit, department, or work group affected will be laid off after an evaluation of ability, performance and a review of related documentation, and seniority.

5 Departments must collaborate with HR throughout this process. Ability of the employees will be evaluated in accordance with criteria developed for each available position, which criteria shall include, but not necessarily be limited to, the employees abilities in the areas of analysis, effectiveness, execution, innovativeness, technical skills and business skills. Performance will be determined through examination of performance evaluations and any performance-related documentation of record since the last performance evaluation. Seniority will be determined with reference to University service among employees in the classification in the department affected by the layoff. Points will be assigned to each of the three areas, and weighted so that ability is multiplied by a factor of 5, performance by a factor of 3 and seniority by a factor of 2. The University may modify any part of these The University of Rochester Personnel Policy/Procedure Policy: 354 Page 3 of 7 Revised: 11/17 procedures where necessary to meet business needs or to retain an employee with abilities deemed to be critical or necessary to the organization.

6 5. Alternative to Layoff: As an alternative to reduction of staff within a job classification within a department by layoff, a dean or director may reduce the number of hours or days to be worked in a workweek by some or all of the staff members within the affected job classification. Such a reduction may not exceed 20% of an individual's schedule for the job classification in that department. a. An employee who declines a reduction in hours of no more than 20% is not eligible for layoff status but may seek a transfer or voluntarily resign. b. When a full-time position is eliminated and replaced with a part-time position and would result in a salary reduction of 20% or more, the incumbent is eligible for layoff status. c. When a regular part-time position is eliminated and replaced with a full-time position, the incumbent is eligible for layoff status if he or she is unavailable to work the required full- time schedule.

7 F. Work Status: A staff member on layoff (temporary or indefinite) may work TAR (time-as-reported) in the department affected by the layoff or through Strong Staffing if work is available and the staff member meets the qualifications of the work available. The staff member will not jeopardize his or her layoff status. G. Referral of Staff Affected by Layoffs to Existing Vacancies: 1. Referrals will be made to classifications for which laid-off staff members are qualified. Job candidates will compete for internal positions in accordance with the selection criteria applicable to that job. 2. It is the responsibility of the staff member notified of a pending layoff or who is on layoff to cooperate in efforts to achieve suitable alternative placement at the University . Staff will be expected to keep abreast of available jobs, be available to accept appointments for interviews and, in general, work with Human Resources to find alternative positions.

8 3. Supervisors who have vacancies will be expected to cooperate with Human Resources and agree to transfers of qualified employees referred by Human Resources, provided the candidate is the most qualified for the position. 4. Failure to accept placement in a position for which the employee is qualified and which provides at least 80% of the former annual salary will be considered a voluntary resignation on the part of the employee and will end layoff status. The University of Rochester Personnel Policy/Procedure Policy: 354 Page 4 of 7 Revised: 11/17 H. recall : 1. Position Vacancies: If a department re-opens a position within one calendar year from the date a staff member was laid off from that position, the staff member can automatically be recalled to that position vacancy unless he or she is employed elsewhere in a position in the same classification. 2. When a recall occurs, an on-line staff requisition change form (610) should be submitted to the HR Service Center indicating return-to-work date.

9 I. If a staff member becomes employed in a comparable position outside the University during the 12 months following the effective date of the layoff, the University will process termination and the layoff rights/benefits will be discontinued. J. Benefits during Layoff: 1. Temporary Layoff: Staff on Temporary Layoff will be eligible for the benefits outlined below regardless of the length of their University service if eligibility requirements are met and service time is not affected. 2. Indefinite Layoff: Staff members with less than two years of service are not eligible for continued coverage in any benefit plans during layoff, except the protection available to terminating staff. However, any staff member on indefinite layoff will not lose service time if recalled to work or an alternative placement is obtained within one year of the effective date of layoff. For those with two or more years of service: Health Care Plans: Health Care plan coverage will be continued unless the staff member signs a form canceling this coverage.

10 Staff members who choose to continue this coverage during the layoff period will be billed and will need to pay their share of the premium. (Staff must continue to pay their share of the premium to continue coverage through the University . If the University does not receive payment for the coverage, the coverage will be terminated on the last day of the month for which the premium has been paid in full and notification of the coverage cancellation will be sent to the staff member s home address from the University .) Dental Plans: Dental plan coverage will be continued unless the staff member signs a form canceling this coverage. Staff members who choose to continue this coverage during the layoff will be billed and will need to pay their share of the premium. (Staff must continue to pay their share of the premium to continue coverage through the University . If the University does not receive payment for the coverage, the coverage will be terminated on the last day of the month for which the premium has been paid in full and notification of the coverage cancellation will be sent to the staff member s home address from the University .)


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